Texting for ProConnect with Teams

Introduction

This document provides guidance for users to effectively utilize their Texting app within ProConnect with Teams.

Overview of Texting Using Teams

• Texting allows you to send and receive text messages from your work phone numbers.
• Creates an easy way for you to use a work number for texting instead of your personal mobile phone.
• All the features of your smart phone from your business line.

The Basics

Prerequisites

Prior to utilizing Texting for ProConnect with Teams, ensure that you have:

• An active Texting subscription through Fidium.
• The Texting application is installed on your Teams sidebar.

Note: Your Microsoft O365 administrator may need to authorize the app for use within Teams.

Access the Texting application

1. Sign in to Teams.
2. Click on the Texting app. This may be in View more apps if you have multiple widgets in your toolbar.

If the account is correctly configured, it should automatically populate your personal number. Use your Microsoft O365 credentials to sign in if prompted. Please contact your administrator if it does not appear.

Add Texting

Note: If your organization is using the Global (Org-wide default) setup policy, these steps are already in place.

1. 1. Sign in to your Teams account.
   2. From the sidebar, select Apps.
   3. In the Search bar, type Texting.
   4. From the populated results, select Texting by Approved Contact Network.

   

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   5. Click Add to install the app in Teams.

   

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   6. Select how you'd like to use the app. You can choose one of the following options:
   • Open – Select this to begin using the app as an individual user.

   

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   Settings

   Configure settings for your phone number

   You can make changes to the notifications and settings specific to your account in the Texting application.

   1. Navigate to the Texting application in your Teams account.
   2. Select the settings icon to the right of your phone number. A list containing several menu options populates.
   • Notifications – Control how and where you're alerted to new messages. Webex notifications are defaulted and toggled on allowing the utilization of the Webex notification bot installed locally on your instance.
   • Auto Response – Set an automatic reply for incoming texts. Note: This feature is only available for A2P accounts (marketing campaigns) and will not work for person-to-person texting.
   • Auto Forward – Forward incoming messages to one or more email addresses.
   • Office Hours – Send automatic replies when messages arrive outside business hours. Note: This feature is only available for A2P (Application-to-Person) messaging to comply with regulations.
   • AI Settings – Enable, disable, or customize AI assistance for your phone number.
   • Message Signature – Add a custom signature to your outgoing messages.
   • Tag Management – Create and manage tags to organize message threads.
   • Deleted Items – View, search, and restore deleted messages or threads.

   

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   Set Teams notifications

   1. 1. Click the settings and more icon.
      2. Select Settings.

   

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   1. 1. Ensure that your general notifications are configured. Note: If you are getting other Teams notifications this is likely correctly configured.

   

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   Set your System notification settings

   It's important to ensure that your device has the proper notifications turned on. This process is different but similar across Windows, Mac, Android, and iOS devices.

   1. Open your device's system settings.
   2. Select notifications and choose the Microsoft Teams application.
   3. Turn notifications on or off depending on your preference.

   Ensure that your notifications are on for the Teams app on each device you use to access your account.

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   Send and view messages

   Send a message

   1. Sign in to your Teams account and navigate to the Texting app.
   2. On the Messages tab, select +. A Send a New Message window appears.

   

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   3. Enter the phone number of the recipient and click Add.

   

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   4. Create your message in one of the following ways:
   • Type a message to reply manually
   • Use Enhance to improve your typed message with AI
   • Click Generate to write your message using AI
   • Use a template
   5. Personalize with emojis or attachments. Note: Only certain attachment types are supported by carriers. Check with your carrier to ensure compatibility before sending.
   6. Click preview to view how your message appears on a mobile phone.
   7. Click the arrow to send the message immediately. Optionally, you can click the down arrow to schedule your message. Options include:
   • In 1 hour
   • Suggested time
   • Custom time – Set the Date and Time, then click Schedule Message.

   

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   Once scheduled, you can Send Now, Reschedule, or Delete the message.

   View a message

   When you receive a new text message, a pop-up notification will appear in the bottom right corner of your screen. Additionally, the message notification is indicated under the Activity icon in Microsoft Teams application. Note: Access to notifications is managed by your Teams administrator. If you don't see a pop-up, please work with your Teams Administrator to allow notifications from this app.

   

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   To view the message:

   1. 1. Navigate to the Texting app.
      2. Click Messages to see your sent and received messages. The first line of each message is displayed.
      3. Click a message to view the full conversation and continue with the following methods:
         • • Suggestions – Get AI response ideas
           • Enhance – Improve your typed message with AI
           • Generate – Create an AI response
           • Summarize – See a conversation summary
           • Type a message to reply manually

         

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   Manage a thread

   1. Sign in to your Teams account and navigate to the Texting app.
   2. Click Messages to see your message threads.
   3. Click the more options icon to:
   • Add Thread Note – Attach a note to the thread for reference or reminders.
   • Add to Favorites – Mark the thread as a favorite for quick access.
   • Edit Contact – Update the contact information associated with the thread.
   • Mark as Unread – Mark the thread as unread to keep track of messages you want to revisit.
   • Hide Thread – Hide the thread from your main view without deleting it.
   • Delete Thread – Remove the thread completely from your Messages list.

   

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   4. Click the message thread to open it. You can manage the following:
   • Add Tags – Organize threads by category, project, or priority.
   • Add Notes – Include additional details or context for the thread.
   • Add to Favorites – Quickly mark threads you frequently reference.
   • Edit Contact – Update or correct the contact's name, number, or other details.

   

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   Manage contacts

   The Contacts tab populates an alphabetical list of your current contacts. The following actions can be completed within the Contacts tab.

   • Search for a contact.
   • Select a contact to view text message history.
   • Tap on the … icon to view, edit, or delete that contact.
   • Add or import contacts.

   Currently, contacts are only collected and edited at the individual application level. No one else can see or edit your contacts.

   Add a Contact from Messages

   1. 1. Navigate to Messages.
      2. Select the message you wish to view.
      3. Click the more options and then Create Contact.

   

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   1. 1. Add desired contact information. Note: Only a mobile number is required.
      2. Select Save to save the contact or the trash icon to delete the contact. Note: If deleted, the app will only display the phone number unless you re-add the contact information.

   

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   Add a New Contact (Single)

   1. 1. On the Contacts tab, select +.
      2. Choose Add Contact.

   

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   1. 1. Enter desired contact information. A mobile number must be entered.
      2. Select Save to save the contact or the trash icon to delete the contact.

   

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   Add a New Contact (Bulk)

   1. On the Contacts tab, select +.
   2. Choose Import Contacts.

   

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   3. Click Download Sample to get a CSV file template. This ensures the correct column formatting.
   4. Open the file and enter your data:
   • Mobile number is required (10-digit format with no dashes or spaces)
   • Optional fields include: Name, Email, External ID (helpful for linking to other systems), and Notes.
   5. Save the file locally to your device as a .csv file.
   6. Return to Webex and click Choose File to upload your saved CSV file.

   

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   1. Toggle on Update contact info if existing if you want the upload to overwrite any existing contacts already in your Texting contacts.
   2. Review the contact list, and click Submit.
   3. Once complete, the new contacts appear in Contacts.

   

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   If you are using the Download Sample, it appears as follows (may vary slightly depending on your CSV application).

   • Add your data to the columns, ensuring that you clear the data points provided in the sample.
   • The Mobile column must be completed with just a 10-digit string of numbers. Note: Do not reformat the Mobile column in any way, the system will automatically add a "1".
   • All the other data points are optional.
   • The External ID allows the contact to be tied to your existing, internal application. This may be useful in the future if you plan to pull data into a CRM or to tie your information to any other data systems.

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   Access Reports

   Reports give you a quick view of your text message activity, including how many messages you've sent and received. They provide a simpler way to track usage, monitor communication, and ensure everything is running smoothly.

   To view your message reports:

   1. Sign in to your Teams account and navigate to the Texting app.
   2. Click the more options icon next to the phone number you want to check.
   3. From the dropdown menu, click Reports.

   

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   4. The Monthly Usage Report opens.
   5. Use the dropdowns to choose the Year and Month you wish to view.
   6. The report shows:
   1. The number of messages you sent.
   2. The number of messages you received.
   3. The total number of messages.
   4. The phone numbers that sent or received the messages.
   5. The date and time each message was sent.
   7. Click Download to save the report.

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Add Texting to a Channel

Note: If your organization is using the Global (Org-wide default) setup policy, these steps are already in place.

1. Sign in to your Teams account.
2. Navigate to the desired Channel you wish to include Texting.
3. Click the Add a tab icon and then Apps.



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4. In the Search bar, type Texting.
5. From the populated results, select Texting.



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Note: If Texting doesn't populate, click Get more apps.

6. Click Save to install.
7. Enter the pre-approved phone number.
8. Click Add Phone Number.



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Note: If you don't have a number, reach out to your Administrator.

9. Click Text For Business to use Texting within the Space.



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